Travis County Commissioners Court Agenda Request

Transcription

1 FILED FOR RECORD 5/17/2016 9:00 AM Dana Debeauvoir - County Clerk, Travis County,TX Item 26 Travis County Commissioners Court Agenda Request Meeting Date: May 17, 2016 Prepared By/Phone Number: Scott Wilson/ Elected/Appointed Official/Dept. Head: Cyd Grimes Commissioners Court Sponsor: Judge Eckhardt Agenda Language: Approve Sole Source Exemption and Contract Award with Securus Technologies, Inc., for Archonix Visitation Scheduling Software Licenses, Maintenance and Support. Purchasing Recommendation and Comments: Purchasing concurs with department and recommends approval of requested action. This procurement action meets the compliance requirements as outlined by the statutes. The Travis County Purchasing Agent recommends approval of the sole source exemption and contract award to Securus Technologies, Inc. This procurement from Securus Technologies, Inc. constitutes a Sole Source Exemption under the Local Government Code Section (a) (7) (A) for which competition is precluded because this technology is proprietary and protected by patents and trademarks. With the expansion of video visitation throughout the Jail System in May 2013, TCSO staff has relied solely on the Securus Technologies Video Visitation Scheduling Application for all visitation-related activities. The Securus System receives basic inmate data such as name, booking number and housing information from the TCSO Jail Management System (JMS). When a visitor requests a visit either on-line or on-site, the system automatically verifies and tracks the inmate s eligibility to receive a personal visit in a given week and either allows or disallows the appointment. It also provides a means for inmate housing unit staff to check for scheduled appointments via the web interface. TCSO is currently in process of restoring inmate face-to-face visits, which will require the purchase of Public Safety Jail Management Web Visitation and Scheduling Software. The procurement of this visitation scheduling software module will play a vital role in maximizing the faceto-face visitation opportunities for inmates, as well as, provide the best AGENDA REQUEST DEADLINE: All agenda requests and supporting materials must be submitted as a pdf to agenda@co.travis.tx.us by Tuesdays at 12:00 p.m. for the next week's meeting.

2 visitation experience possible for the members of the public. This software will integrate both the video and face-to-face scheduling applications to the extent staff will not have to manually check both systems and potentially the Jail Management System (JMS) in order to verify an inmate s visit eligibility, ensuring the most efficient process for staff, inmates and the public. The cost for the initial term will be $74,500. Thereafter, there is a 3% cap on the annual maintenance and support cost. Contract-Related Information: Award Amount: $74,500 Contract Type: Purchase/Maintenance Contract Period: Upon award by Commissioner s Court through December 31, 2016 with four (4) one-year renewal options Funding Information: SAP Shopping Cart #: Funds Reservation #: Comments: AGENDA REQUEST DEADLINE: All agenda requests and supporting materials must be submitted as a pdf to agenda@co.travis.tx.us by Tuesdays at 12:00 p.m. for the next week's meeting.

3 ORDER EXEMPTING PURCHASE OF ARCHONIX VISITATION SCHEDULING SOFTWARE LICENSES, MAINTENANCE AND SUPPORT FROM SECURUS TECHNOLOGIES, INC. FROM THE REQUIREMENTS OF THE COUNTY PURCHASING ACT WHEREAS, the Commissioners Court of Travis County, Texas has received a Sole Source Justification from Travis County Sheriff s Office and an Affidavit of Sole Source Exemption sworn and submitted by the Purchasing Agent in accordance with TEXAS LOCAL GOVERNMENT CODE, (a) (7) (A) and WHEREAS, based on the evidence presented, the Commissioners Court of Travis County, Texas finds that there is only one source available for the purchase of Archonix Visitation Scheduling Software Licenses, Maintenance and Support for Travis County. NOW, THEREFORE, the Commissioners Court of Travis County, Texas hereby orders that the purchase of Archonix Visitation Scheduling Software Licenses, Maintenance and Support are exempt from the requirements of the County Purchasing Act because this technology can be obtained from only one source. Signed and entered this day of, Sarah Eckhardt, County Judge Travis County, Texas Ron Davis Brigid Shea Commissioner, Precinct 1 Commissioner, Precinct 2 Gerald Daugherty Margaret Gomez Commissioner, Precinct 3 Commissioner, Precinct 4

4 May 5, 2016 TO: Commissioners Court Travis County, Texas SOLE SOURCE PURCHASE FROM SECURUS TECHNOLOGIES, INC. FOR ARCHONIX VISITATION SCHEDULING SOFTWARE LICENSES, MAINTENANCE AND SUPPORT I certify that the purchase of Archonix Visitation Scheduling Software Licenses, Maintenance and Support for Travis County constitutes a sole source procurement and is only available through Securus Technologies, Inc. I, therefore, find that this is a sole source purchase pursuant to V.T.C.A. Local Government Code (a) (7) (A) and is exempt from competitive bidding. This statement is submitted pursuant to V.T.C.A. Local Government Code and is to be entered into the Commissioners Court minutes. Cyd V. Grimes, C.P.M., CPPO Travis County Purchasing Agent APPROVED ( ) DISAPPROVED ( ) BY COMMISSIONERS COURT ON (DATE) (COUNTY JUDGE)

5 Date: 18JAN2016 TO: Scott Wilson, CPPB Purchasing Agent Assistant IV Travis County Purchasing Office 700 Lavaca Street, Suite 800 Austin, TX (512) Office (512) Fax RE: Sole Source Justification Document ************************************************************************************* This letter is regarding Securus Technologies Video Visitation and the Face to Face Scheduling module associated with Securus Technologies total visitation solution. The Securus total visitation solution and/or its individual components, software and support may only be purchased and/or licensed by Securus Technologies, Inc. The Securus total visitation solution is a proprietary suite of products specifically designed to work seamlessly together as a single platform for visitation. The unified suite is developed and operates on a proprietary code platform to ensure security, full integration and auditing capability. At this point in time, Securus has not and does not plan to license or offer either of the aforementioned products to third party vendors for resell or incorporation into their overall offerings. Securus has positioned the video visitation and face to face scheduler as a unique offering in the corrections market segment to ensure a true differentiator is being provided above and beyond what our competitors currently offer to comply with House Bill 549. The total visitation solution will enable Travis County Sheriff s Office to comply with House Bill 549 state mandate. The bill mandates that county jails afford prisoners two face-to-face; 20-minute, non-contact visits per week, and prohibits counties from eliminating face-to-face visits with new technology like video chats. Securus Technologies is the only vendor capable of offering annual support/maintenance for both the video visitation and face to face visitation systems.

6 Greg Hamilton, Travis County Sheriff MEMORANDUM 13 February 2016 TO: FROM: Scott Wilson, Purchasing Agent Asst.IV S. Poole 850, Captain SUBJECT: Securus Technologies/Archonix Sole Source Justification TCSO formally requests a sole-source exemption to the purchasing process be granted for the purchase and installation/integration of the Securus Technologies/Archonix visitation scheduling software application based on the following. Currently, and prior to the passage of HB 549, the Travis County Jail system provided inmate visitation via a video network under contract with Securus Technologies. Travis County was initially exempted from HB 549 s mandate that prisoners be provided two face-to-face; 20- minute, non-contact visits per week, but this exemption was subsequently modified requiring the reinstatement of face-to-face visits for inmates. With the expansion of video visitation throughout the Jail system in May 2013, TCSO staff has relied solely on the Securus Technologies video visitation scheduling application for all visitation related activities. The Securus system receives basic inmate data such as name, booking number and housing information from the TCSO Jail Management System (JMS). When a visitor requests a visit either on-line or on-site, the system automatically verifies and tracks the inmate s eligibility to receive a personal visit in a given week and either allows or disallows the appointment. It also provides a means for inmate housing unit staff to check for scheduled appointments via the web interface. Due to the significant inefficiencies inherent with any sort of manual appointment and/or signup process for face-to-face visitation, TCSO seeks a software solution to automate this process to maximize the face-to-face visitation opportunities for inmates as well as provide the best visitation experience possible for members of the public. Furthermore, such a scheduling system would integrate both the video and face-to-face scheduling applications to the extent staff would not have to manually check both systems and potentially the JMS in order to verify an inmate s visit eligibility. This would ensure the most efficient process for both staff and the public. The face-to-face visit scheduling software would also need to provide an interface for housing unit staff to facilitate notification of the inmates who had an impending visit. The Securus/Archonix software application meets the essential requirements for reinstating face-to-face visits in the jail. While other similar software applications may exist or could be provided as a custom-developed software product, the Securus Video Visitation platform is a proprietary software application and will not integrate with third party products. Securus is not obligated by contract to license any third party software providers, or otherwise provide them

7 integration access to the video visitation scheduling software. The Archonix scheduling software product is fully owned by Securus Technologies and can therefore be integrated with the Securus video visitation scheduler. Having a single, integrated product and responsible contractor will not only maximize efficiencies, but also eliminate any maintenance or repair conflicts that would inevitably arise in the event of system failures. Should there be two contractors involved, it is likely that restoration of services would routinely be delayed while responsibility for any repair or service is determined on a case-by-case basis. Due to state mandates regarding visitation opportunities for inmates, any system used must be able to maximize up time and minimize any downtime associated with system service interruptions. It is our opinion that Securus Technologies is uniquely capable of integrating and maintaining the visitation scheduling applications needed by TCSO to comply with HB 549, and should therefore be exempted as the sole-source vendor for this procurement. Page 2 of 2